BER SOW 2-13-12.pdf

PROJECT IDENTIFICATION

Title: BUILDING EVALUATION

REPORT (BER)

Location: United States Merchant Marine Academy, (USMMA)

OBJECTIVE

To provide a complete and thorough inspection of multiple and specifically identified buildings that make up the USMMA Campus (exterior and interior), grounds abutting the building, components, and existing building operational support systems for this facility. This is in order to record the results; in a web-based Building Evaluation Reporting application software, including identifying deficiencies and providing proposed remedies along with associated methods of implementation and cost estimates of the work.

The BER will be used in support of Repair and Alteration (R&A) projects required to ensure the short-term [through 5 years) operational continuity of the building. Also, to plan for long-term (6 through 20 years), major capital reinvestment in the building for long-term utilization.

The Building Evaluation Report (BER) will be complete with building code analysis, cost estimates, schematic plans key plans and photographs that will enable the Government to plan and budget work required to maintain the satisfactory operation and appearance of the buildings.

This will be the first BER for the USMMA Campus. The Requirement Template that is included shall be used.

SPECIAL CONSIDERATIONS:

Coordination: All survey, investigative and inspection work on site must be coordinated and scheduled through:

NAME TBD XXX-XXX-XXX or

Name TBD XXX-XXX-XXXX Procedures described herein are for the accomplishment of an Assessment Team, and preparation of the BER in accordance with all supplemental policy documents referenced in this work order. In conducting the necessary research and analysis of the Campus required for this BER, the Assessment Team shall be required to identify, collect and analyze data from the U.S. Department of Transportation (DOT), U.S.

Maritime Administration (MARAD) and from direct observations of the building complex relating to the building and local conditions in order to provide a comprehensive list of deficiencies including building code violations with all information as shown on the template. The Assessment Team shall enter all data using the current version of "VFA facility" software. This is to be accessible to DOT and be on the BER server.

Assessment Team: The Consultant shall provide an Assessment Team of experienced NYS licensed professional engineers and registered architects of the required disciplines (as listed in Attachment, Synopsis). Each team member other than the Fire Protection Engineer (FPE) shall have a minimum of 15 years experience in the building industry, with a college degree in engineering, architecture or related field. The team also shall have a minimum of five years experience in providing property condition assessments.

The licensed FPE in NYS shall possess at least a B.S. in Fire Protection Engineering or mechanical engineering with at least five consecutive years experience in fire protection engineering work within the past 10 years. Proposed personnel should demonstrate that they have acted in charge of fire protection engineering designs involving all aspects of fire protection. This includes design of wet, dry, pre-action, and deluge sprinkler systems. It also includes design of hard-wired and multiplex/addressable fire alarm systems and wet and dry chemical extinguishing systems. Personnel must also demonstrate that they have performed hydraulic calculations on at least 20 buildings with automatic sprinkler systems and have performed hydraulic calculations which determine the size and selection of automatic fire pumps. Personnel must demonstrate at least 3 years experience testing and troubleshooting for those systems listed above. Resumes should also demonstrate thorough working knowledge and formal training in fire protection codes and standards, especially the latest edition of NFPA 101, Life Safety Code and the New York State Building Code. All fire protection engineering work will be reviewed and approved by a Registered Fire Protection Professional Engineer who works for the contractor.

The Assessment Team may include members with less than five years assessment experience provided they are led by another team member in the same discipline with the necessary minimum five years experience. At least one member of the Assessment

Team shall have VFA Certification to use the software. Also, one member of the team shall be LEED AP certified.

All personnel and their qualifications must be submitted to the DOT COR for approval.

The qualifications should include at least 3 professional references for similar projects and facilities. The COR has final approval of personnel prior to them working in performing surveys. Requests for substitution of personnel must be made a minimum of two weeks prior to the site visit.

Consideration must be given to the latest version of the following documents:

• Referenced Executive Order or Public Law (P.L.)

• PBS-Pl00, Facility Standards for the Public Buildings Service

• Americans with Disabilities and Architectural Barriers Act Accessibility

Guidelines

• Energy Policy Act 2005 (EPACT 2005) (P.L. 109-58)

• Executive Order (E.O.) 13423 Strengthening Federal Environmental, Energy, and Transportation Management

• Energy Independence and Security Act of 2007(EISA) (EISA P.L.110-140)

• The Secretary of the Interior Standards for Rehabilitating Historic Buildings,

• Energy Conservation Refit Study, Historic Structure Report, Historic

Building Preservation Plan (HBPP) and HAZMAT Reports, if applicable.

• Toxic Substance Control Act (TSCA P.L. 15 U.S.C. §2601 et seq. 1976), Occupational Safety Health Administration (OSHA P.L. 91-596, December 29, 1970 with amendments through January 1, 2004), OSHA 1910.1001, 29 CFR (Code of Regulations) 1926.1101

• International Building Code maintained by the International Code Council (ICC) (Except for Chapter 10-use NFPA 101 for egress requirements)

• International Mechanical Code

• International Plumbing Code

• National Fire Protection Association (NFPA), Sprinklers (NFPA 13), Standpipe and Hose Systems (NFPA 14), Fire Alarm and Signaling (NFPA 72), Life Safety Code (NFPA 101) including Egress Requirements, and Emergency and Standby power Systems (NFPA 110).

• Other National Fire Protection Association (NFPA) and other codes as referenced by the International Building Code.

• New York State Building Codes

• New York State Energy Code

• New York State Department of Environmental Protection

Ownership: All BER materials developed as a result of this effort shall be the property of the Government.

DOT Responsibilities: The DOT COR (or equivalent) shall make him/her available to meet with and provide building access to the respective building(s) on designated dates.

DOT will be responsible to notify the various identified Agency points of contact of the scheduled inspection dates. If there are any unforeseen circumstances that make it necessary to change the inspection date, the contractor shall notify the ------------ and the Agency points of contact.

The USMMA DPW Director (Facility Manager) shall provide (if available) the appropriate buildings information to include building drawings, maintenance records, project records, air quality/temperature issues, PCB/asbestos or other hazardous material issues, previously identified project lists, identified ADA issues, preventative maintenance records, capacity/functionality issues with major building systems (HVAC, electrical etc.), utility bills and energy conservation issues (windows, insulation, building enclosures etc.).

The Consultant shall perform all services described herein in accordance with the Objectives and Special Considerations set out above.

PRE-INSPECTION MEETING

A pre-inspection meeting shall be held including the Assessment Team, the facility manager, any mechanical and electrical maintenance contractors, and appropriate DOT personnel. The following listed items shall be discussed. If the deficiencies described below, are present during the site visit they shall be included in the BER:

■ Review of the Work Item Inventory and Work under Construction reports provided by the Government.

■ Review of the facility manager's list of proposed work items.

■ Review of any known agency plans or projects.

INSPECTIONS

Walk-Through Survey: Following the pre-inspection meeting, inspections shall be made by the Assessment Team to include, but not be limited to, an evaluation of the following:

■ Life and fire safety systems

■ Handicapped accessibility facilities and requirements

■ Evidence of structural failures

■ Integrity of exterior walls, doors and windows

■ Roofing and waterproofing systems

■ Evidence of leakage from any source

■ Interior finishes, including cyclical painting

■ Ceiling systems

■ Elevators

■ Water Front Structure including sea wall, piers, etc.

■ Campus central utility services including electrical, water and sewer

■ Fire Protection Services

■ Plumbing systems including domestic and potable water piping, plumbing fixtures, rain leaders, drain, waste and vent piping

■ HVAC systems

■ Electrical systems

■ Information Technology System

■ Energy Power System

■ Building Energy Mangement System

■ All permanently installed furniture, fixtures and equipment.

■ Special use areas such as, but not limited to, blind stands, snack bars, laboratories, computer facilities, and the like

■ Food services facilities functional and physical conditions, but not food service equipment

■ Hazardous conditions, including materials encountered suspected of containing asbestos, and or lead, which must be abated in order to perform work recommended in this report, including a survey of the building’s to identify all asbestos containing materials present, including any and all required recommendations toward compliance with current regulations

■ Abutting grounds, approaches, parking areas and other site features.

Images: The Assessment Team shall provide color digital images of the property, including the illustration of requirement defects when appropriate, (see Section 5 - Images) Existing Construction Documents: The Assessment Team shall review all available construction drawings and specifications. Also, any pertinent reports prepared for the property.

Building and Campus Evaluation: The Assessment Team shall review all compiled information from the walk-thru survey and construction drawings and specifications.

The assessment Team will perform building system calculations for capacity based on current code requirements and modern day capacity requirements. The Assessment Team will include the following for each building:

-Building name, construction type, square footage, occupancy, year built, year of last major renovation. The evaluation will also include each building system age, expected remaining life, current system capacity and required upgrade capacity.

The Assessment Team will include the following for each campus site utility:

-Utility service type, capacity, year of last upgrade, connected load, future connected load based on individual building evaluations and single line campus schematic indicating service current size and capacity and future required size and capacity upgrade requirement.

POST-INSPECTION MEETING

Attend post-inspection meeting between the Assessment Team, the building or facility manager, and a designated representative of the Contracting Officer's Technical Representative (COTR). This meeting shall be conducted following the walkthrough inspections, and document review.

REPORT OUTLINE

Evaluate buildings in the sequence below andPrepare a "Building Evaluation Report", based on the walk-through inspections, of data, consisting of requirements/deficiencies, found in the buildings, operating efficiency or appearance of the buildings, the building’s systems and all occupied spaces. The evaluation period shall be 10 years:

1.Land Hall

2.Crowninshield Boat House

3.Sewer Plant

4.Delano Hall

5.Fulton/Gibbs Hall

6. Memorial Chapel

7.Cleveland Hall

8. Rogers Hall

9.Barstow House

10.Bowditch Hall

11.Samuels Hall

12. Melville Hall

13.Fitch Building

14.Wiley Hall

15.Furuseth Hall

16. O’Hara Hall

17. Bland Library

18.Patten Hall

19. Tomb Field House

20.Rosevelt Field House

21. Jones Hall

22.Barry Hall

23.Murphy Hall

24. Palmer Hall

25. Prosser Boat House

26. Yocum Waterfront Center

27.Paint Locker

28. Pool Showers Men

29.Pool Showers Women

30.Public Works Bldg. A

31. Public Works Bldg. B

32. Vickery Gate House

The work shall be classified in five Priorities as follows,

■ Priority 1. Currently Critical or Immediate Concerns Action as soon as possible.

■ Priority 2. Potentially Critical or Short Term Concerns, (within 1 - 2 years)

■ Priority 3. Not yet Critical or Long Term Concerns (within 3 - 5 years)

■ Priority 4. Items that will probably be Critical, or Long Term Concerns (within 6

- 10 years)

■ Priority 5. Items that do not comply with Codes and Regulations. This is for grand-fathered existing conditions. No immediate actions are required, although the items will need to be addressed if any significant remediation work is performed on the building.

The report shall contain the following.

General

■ Title Sheet

■ Contents

■ Certification, Project Manager

■ Acknowledgements.

1. Executive Summary: Briefly highlight the salient features of the property and the findings of the Assessment Team.

2. The Property:

■ General Background

■ Construction Descriptions. These to be entered using Uniformat II classification.

3. Requirements: These are proposed work items (deficiencies) that are recommended to be accomplished. They shall be completely described as to the nature and extent of work and shall be accompanied by a cost estimate and justification for each recommendation. This shall include the exact location of each deficiency by building, floor and room number or other means for proper identification purposes. The Requirement Description and the Action Description shall use the template* provided.

All questions must be answered. Cost estimates shall be provided that will be based on the RS Means cost data that is part of the VFA software program. At the end of the Estimate, there is an adjustment factor to be used. This is based on the following multipliers as appropriate.

Design and Management Fees 1.15 or, +15.0% Work in Occupied Space 1.20 or, +20.0% Work in Security Areas 1.07 or, + 7.0% After hours 1.10 or, +10.0%

4. Requirement Analyses: Comprehensive List of all requirements listed by systems.

Requirement Summary Reports by:

■ System

■ Category

■ Priority.

Followed by cross-tab charts for,

■ System/Priority

■ System/Category

■ Priority/Category.

5. Images:

■ KEY PLANS, the Site Plan. Building Schematics showing, circulation, including fire egress, stairs, elevators, rest rooms and utility rooms.

■ GENERAL VIEWS. The building’s exteriors on all sides and any special architectural features. Any special interior spaces such as auditoria or courtrooms.

■ REQUIREMENTS. Titles to these should have the same title as the requirement including the Uniformat II reference number. The photographs shall have arrows to point out deficiencies where appropriate.

6. LEED EB Potential:

LEED CHECKLIST; Select the relevant items that are applicable to the buildings.

■ LEED INTRODUCTION; Towards certification.

■ TABULATIONS; LEED Checklist to determine the existing LEED credits. If a credit is not currently available, but is achievable it should be marked with a question mark and an analysis should be provided. Achievable items do not require changes to an entire building system, a major interior renovation, or structural changes.

■ ANALYSIS; In areas where the buildings do not meet the standards for rating levels of LEED-EB achievement, identify what operation improvements and results are needed and provide an estimate for the cost of implementation.

For areas where there are multiple levels (points) for the same credit, the analysis shall be only for one level of improvement (i.e. if the building currently can achieve 1 point, what would it take to get 2 points needs to be described and estimated, but a description and an estimate to get to 3 points is not required).

7. Appendices:

A. Assessment Methodology B. LEED Methodology D. Uniformat II C. Expected Useful Lives E. Glossary F. Assessment Team.

SUBMISSIONS

General: The Project Manager shall review and spell-check all submissions prior to sending to DOT COR.

Preliminary:

■ Property Description: shall be e-mailed to the DOT COR within the first week of completing the "Walk-Through Survey". These shall all be returned by DOT stamped APPROVED or with any comments to be addressed and/or incorporated.

■ Requirements: Eight work days after the survey, entering of the requirements into the VFA software will need to commence. Within two days after this, DOT will perform spot checks. As not all the requirements will be reviewed, the lack of comments shall not be taken as an approval.

■ Final: Shall be submitted based on the schedule below.

Using the provided templates, submit five copies of the complete report in a white letter size presentation "3" ring binder. Cover Sheet with DOT logo, title of report, Facility name, address, and photo, date of report, A&E Firm name, A&E address, and A&E phone number.

A compact disk (CD) of the complete BER shall be inserted in a transparent sleeve mounted on the inside of the back cover.

Activity/Submission Due Date (all days are federal workdays) Kick off meeting TBD days after award Completion of Survey TBD days after award Property Description submission TBD days after award Data entry in VFA Software commence TBD days after award

SCHEDULE

Submit final copy for review TBD days after award Review comments to contractor TBD days after award Contractor submits final document TBD days after award

REQUIREMENTS

USE OF TEMPLATE

XOOOO NOUN - VERB The letter followed by the 4 digits are the Uniformat lI Level 4 reference numbers. The noun is the building element in question. The verb is the action, what is being done.

REQUIREMENT DESCRIPTION

■ CONDITION/PROBLEM. What is wrong? Mechanical and electrical equipment should list the manufacturer, the model, size and capacity.

■ LOCATION/EXTENT. Where, and the scope or extent (quantity) of the requirement.

■ CAUSE. One of the following or a combination. Then expand as appropriate.

Defective design Defective product Defective installation Deterioration due to age Deterioration due to weathering Deterioration due to frost Deterioration due to water Deterioration due to neglect Code Violation or Obsolescence

■ TIMING.

AGE: If unknown, state unknown and make an assumption.

EUL: From BOMA

RUL: Normally this will be the age minus the EUL. This may be adjusted up or down based quality and maintenance, if it is adjusted, explain why.

These are to be incorporated in a simple statement. See examples

■ CODE/REGULATION: There may not be a pertinent code. If so state not applicable. If compliance is required quote the applicable code and the relevant clause numbers.

Do NOT include the code text.

BER-3-USE OF TEMPLATE Page I of 2

ACTION DESCRIPTION

■ REMEDY. Simple statement is a study needed?

■ IMPLEMENTATION. Don't forget associated building operations such as debris handling, shoring, temporary fencing and building equipment. Are there items in historic structures that have to be labeled and stored?

■ COORDINATION. Will swing space be needed? Is night work required? List here all cross references. Should a study be required it should be entered under 1 for example

I ) 010 FLOOR STRUCTURE - STUDY

Date

BER-3-USE OF TEMPLATE Page 2 of 2

EXECUTIVE SUMMARY

(Consultant} was commissioned by DOT to provide a Building Evaluation Report (BER) for the USMMA. The property was inspected starting (date) through (date). It is based on the on-site findings and investigations by specialized facilities assessment professionals. The objective is to provide an analysis for strategic planning, and for future funding requirements.

CURRENT CONDITIONS ANALYSES

Include the existing facility requirements, deferred maintenance, deferred renewal, near-term anticipated renewal, recommended discretionary improvements, and code non-compliance issues. Condition findings at the USMMA are,

■ Current Replacement Value (CRV) $xxxxxxx.

■ Current Requirements Action(CRA)

■ (Priorities 2 through 4) $xxxxxx.

■ Facility Condition Index

■ FCI (1 - 4 ) O.xxxx

■ Current Requirements Action(CRA)

■ (Priorities 2 through 3) $xxxxxx.

■ Facility Condition Index

■ FCI (1 - 3 ) O.xxxx

This indicates that the condition of the plant is X times the optimal level of 0.05. The Facility is in ("Good" "Fair" "Poor") condition.

Prime systems accounting for the largest requirements are, XXXXX. XX%, XXXXX. XX% and XXXXX. XX% (Parrot's law 20/80).

Categories accounting for the largest requirements are, XXXXX, xx%, is attributable to XXXXX, and XXXX, xx%, to XXXXXX.

ANTICIPATED CAPITAL RENEWAL ANALYSES

Projections of ongoing degradation of the facilities' components and costs associated with the renewal or replacement of these components as they reach the end of their expected useful lives.

The estimated capital renewal requirements is $xxxxx a year without inflation, ($XXXXXXJ a year with 2.5% inflation). Note, these values represent current dollar values averaged over a 10 year period. The profile of annual spending associated is non-linear and "spiky" as indicated in the Facility Renewal Forecast. Based on systems reaching the end of their expected useful lives, capital expenditures remain flat until XXX, where the first peak occurs. In XXXX, XXXX, similar peaks occur. □

BER-1 -TEMPLATE-09052 / Consultant Executive Summary, Page / of 1

BER PROPOSAL FORMS FORM 15 OF 7

DOT

PROPOSAL FOR BER SERVICES

BUILDING NAME: USMMA CAMPUS

SYNOPSIS

BUILDING:

Civil Engineer Structural Engineer Environmental Engineer

Fill in all names and telephone numbers for all the checked disciplines. Under VFA Certified indicate date certified, or "pending" if applied for and waiting. Under Security Clearance indicate level of clearance, or "pending" if applied for and waiting.

Under LEED Certified; check if appropriate.

Add any other disciplines that you propose to use.

SUBMITTED

This acknowledges that l/we have read and understood the Scope of Work, and also understand that time is of the essence.

Signed Date Authorized Signature

TO BE COMPLETED AND SUBMITTED WITH THE PROPOSAL

Discipline Name Phone No.

VFA

Certified

Security Clearance

LEED

Certified

0 Architect 0 Mechanical

0 Electrical

0 Fire Protection

□ Program Manager

OUR ASSESSMENT TEAM

RESUME A

BUILDING NAME: USMMA CAMPUS

BER PROPOSAL FORMS FORM 16 OF 7

TO BE COMPLETED AND SUBMITTED WITH THE PROPOSAL - FILL IN ALL THE SHADED CELLS

Name

Discipline ARCHITECT

Degrees

ORGANIZATION

Company

Address

City State

Zip

EXPERIENCE IN BUILDING INDUSTRY

Years

EXPERIENCE IN BUILDING ASSESSMENTS

Years

BUILDING TYPES

Courthouses percent Educational percent Laboratories percent

Offices percent Other percent

TOTAL percent

Building Assessments percent Construction Documents percent

Design Development percent Site Representation percent

Other percent TOTAL percent

WORK TASKS

RESUME M

BUILDING NAME USMMA CAMPUS

BER PROPOSAL FORMS FORM 17 OF 7

Discipline MECHANICAL ENGINEER

Degrees

ORGANIZATION

Company

Building Assessments percent Construction Documents percent

Design Development percent Site Representation percent

Other percent TOTAL percent

EXPERIENCE IN BUILDING ASSESSAAENTS

Educational percent Laboratories percent

Offices percent Other percent

RESUME E

BUILDING NAME: USMMA CAMPUS

BER PROPOSAL FORMS FORM 18 OF 7

Discipline ELECTRICAL ENGINEER

Degrees

ORGANIZATION

Company

Years _

WORK TASKS

Courthouses percent Educational percent Laboratories percent

Offices percent Other percent

TOTAL percent

Years

BUILDING TYPES

Building Assessments percent Construction Documents percent

Design Development percent Site Representation percent

Other percent

EXPERIENCE IN BUILDING ASSES

RESUME F

BUILDING NAME: USMMA CAMPUS

BER PROPOSAL FORMS FORM 19 OF 7

Discipline FIRE PROTECTION ENGINEER

Degrees

ORGANIZATION

Company

Building Assessments percent Construction Documents percent

Design Development percent Site Representation percent

Other percent TOTAL percent

EXPERIENCE IN BUILDING ASSESSAAENTS

Educational percent Laboratories percent

Offices percent

RESUME P

BUILDING NAME: USMMA CAMPUS

BER PROPOSAL FORMS FORM 20 OF 7

Discipline PROGRAM MANAGER

Degrees

ORGANIZATION

Company

Years

WORK TASKS

Building Assessments percent

Construction Documents percent Design Development percent

Site Representation percent Other percent TOTAL percent

EXPERIENCE IN BUILDING ASSESSMENTS

Educational percent Laboratories percent

Offices percent